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Apteryx Data Mapping

Michael Satterfield
Updated

Data mapping process for records in Apteryx:

  1. In the Apteryx Dashboard, select the site, and click Download Patient CSV. 
    The CSV has this format:

    1. Column1:  Internal Apteryx internal record number – DO NOT CHANGE

    2. Column2:  Patient ID number

    3. Column3:  First name

    4. Column4:  Last name

    5. Column5:  Birthdate

    6. Column6:  BLANK – DO NOT REMOVE THIS COLUMN

    7. Column7:  Gender (M/F/O)

    8. Column8:  BLANK – DO NOT REMOVE THIS COLUMN

  2. Open the mapping spreadsheet that was provided by the Practice Management company

  3. Import the CSV:

    1. Add a new blank sheet, and go to Data tab > Get Data > From Text/CSV

    2. Select the csv file saved from step 1.

    3. In the preview window, change Data Type Detection to "Do not detect data types"

    4. Click Load

  4. Reformat birthdate column:

    1. Highlight column 5 (birthdates), right click the column and choose Format Cells

    2. Select Date fomat 03/14/2012, click OK

    3. Go to Data tab > click "Text to Columns" button, click Finish

  5. Update the patient IDs in column 2.

  6. Update any other fields that need to match between the PM and Apteryx (name, birthdate, gender).

  7. Save the new CSV:

    1. Select all 8 columns (including the 2 blank columns around the gender)

    2. Go to File > Save As

    3. Change the Save as type to  CSV (Comma delimited) (*.csv)

    4. Save the filename as the Apteryx domain name, examples:

      1. Site.Apteryx.net.csv

      2. 12345.Apteryxpatt.net.csv

      3. 1234.dentiray.net.csv

    5. Excel will ask if you want to save only the active sheet. Click OK.

    6. Open the CSV and delete the header line.

  8. Use Apteryx Service Tool to import new spreadsheet:

    1. Put csv file in the Apteryxservicetool\input folder

    2. Create a new txt file in the Apteryxservicetool folder called "sitename.txt"

    3. Open the new txt file and type the site name, e.g.:  site.Apteryx.net

    4. Save the txt file

    5. Run:   Apteryxservicetool map sitename.txt

    6. Run:  Apteryxservicetool commit2 sitename.txt